First reported 12 Sep 2013•Latest report 22 Jun 2026
Definition
What this concern includes
Includes failures to retrieve, locate, present or provide access to relevant existing records for assessment, treatment and care decisions.
Not included
Excludes absent or inaccurate information that was never reliably recorded.
Excludes failures to transfer otherwise available information to another service or recipient.
Excludes failure to review records that were already available unless access or retrieval was also deficient.
Reports
122
Distinct published reports
Individual concerns
129
A report can raise multiple concerns
Date range
2013–2026
First to latest report issue date
Stated actions
192
Described in published responses
Reports over time
Reports over time
Reports about this concern issued each year.
* 2026 is projected from reports observed to 7 Sep 2026.
Most frequent recipients
Most frequent recipients
Reports about this concern sent to each recipient.
Department of Health and Social Care23
NHS England22
Care Quality Commission6
Barts Health NHS Trust5
Betsi Cadwaladr University LHB5
HM Prison and Probation Service5
Cwm Taf Morgannwg University Local Health Board4
Manchester University NHS Foundation Trust4
Recipient name withheld4
Swansea Bay University Local Health Board4
Leicestershire Partnership NHS Trust3
North London NHS Foundation Trust3
Nottinghamshire Healthcare NHS Foundation Trust3
Royal London Hospital3
Tameside and Glossop Integrated Care NHS Foundation Trust3
NHS trust67
Ministerial department26
Executive non-departmental public body25
Local health board14
Healthcare site11
Multi-service care provider11
Integrated care board8
Health and social care service regulator6
Prison or young offender institution6
Type not available6
Company limited by guarantee5
Executive agency5
Police force4
Devolved government3
Health-system partnership3
Concerns and responses across reports
Only concerns grouped under this recurring concern are included. Select any concern, action or position to view the source wording.
Derby and Derbyshire
Concerns raised1
Lack of understanding or effort in obtaining military DCMH medical records
This report raised 10 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.2
Action
Implement and publish a procedure for requesting and obtaining military DCMH medical records.
Stated by Nottinghamshire Healthcare NHS Foundation TrustStated completedThe respondent said that this action was complete when they made their response on 12 June 2023.
Action
Disseminate the military-records procedure through Trust briefings, bulletins, Connect and care-group governance forums.
Stated by Nottinghamshire Healthcare NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 12 June 2023.
South Wales Central
Concerns raised1
Failure to provide assessing practitioners with immediate and comprehensive access to relevant mental health records across localities
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.11
Action
Standardise management of required paper records.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Action
Scope phasing out paper notes and maximise existing digital systems before implementing the single electronic record.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Action
Review paper and electronic archives and systems and standardise approved inpatient and outpatient care-planning documentation.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Map information transfer between community and inpatient teams and share admission and discharge flow diagrams across the Care Group.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Develop and distribute user guides for accessing and using FACE and shared-drive records.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Use secure email inboxes for information sharing between RGH and Bridgend mental health teams.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Develop and distribute the Clinical Information Access and Recording Matrix and accompanying standard operating procedure across mental health clinical teams.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Develop and endorse a business case for a unified electronic record system.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Review the national Welsh Community Care Information System strategic programme with Digital Health and Care Wales and other health boards.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Action
Plan the pre-implementation phase for transferring existing community mental health users to a Health Board Welsh Community Care Information System.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Action
Review the unified-record business case using implementation lessons to determine required resources and approach.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.1
Position
Implementation of the integrated electronic record was delayed by infrastructure and resource issues, while national programme review affected implementation timescales.
Stated by Cwm Taf Morgannwg University Local Health BoardUnable to actThe respondent said that a constraint prevented them from taking the relevant action.
Swansea and Neath Port Talbot
Concerns raised1
Lack of integrated electronic access to medical and treatment records between treating teams
This report raised 1 other concern. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.1
Action
Enable two-way WCCIS information sharing between Swansea community mental health and drug and alcohol teams.
Stated by Swansea Bay University Local Health BoardStated plannedThe respondent said that this action was planned when they made their response on 19 May 2023.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.2
Position
Further WCCIS rollout is on hold pending Welsh Government approval of National Programme Team recommendations.
Stated by Swansea Bay University Local Health BoardUnable to actThe respondent said that a constraint prevented them from taking the relevant action.
Position
The Local Authority must request and implement any amendments to WCCIS system functionality.
Stated by Swansea Bay University Local Health BoardRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
Surrey
Concerns raised1
Lack of rapid access to NHS records on admission to a private hospital
This report raised 1 other concern. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.1
Action
Review national guidance on risk assessments.
Stated by NHS EnglandStated in progressThe respondent said that this action was in progress when they made their response on 27 April 2023.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.1
Position
Implementation and operation of shared care records is assigned to Integrated Care Boards.
Stated by NHS EnglandRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
Manchester South
Concerns raised1
Failure to ensure staff undertaking risk assessments and formulating care plans have access to all relevant information
This report raised 2 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.2
Action
Issue a Trust-wide safety alert instructing staff to check other services and access relevant information for risk assessments and care plans.
Stated by Greater Manchester Mental Health NHS Foundation TrustStated completedThe respondent said that this action was complete when they made their response on 5 May 2022.
Action
Run a quality improvement project to develop and improve cross-service clinical risk assessment, recording, information sharing, training and supervision.
Stated by Greater Manchester Mental Health NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 5 May 2022.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.1
Position
Existing systems and information-sharing arrangements are considered sufficient; there are no plans to adopt one clinical record system across primary and secondary care.
Stated by Greater Manchester Mental Health NHS Foundation TrustExisting arrangements considered sufficientThe respondent said that existing arrangements were sufficient, so no further action was needed.
West Yorkshire (Western)
Concerns raised1
Failure to obtain available laboratory results for treatment planning
This report raised 13 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.1
Action
Implement automatic transfer of laboratory results into the primary patient record and display them on the Trust-wide system home screen.
Stated by Calderdale and Huddersfield NHS Foundation TrustStated completedThe respondent said that this action was complete when they made their response on 8 March 2022.
South Wales Central
Concerns raised1
Unavailability of community care records to clinicians on admission
This report raised 4 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
No linked response statements
No respondent-stated action or position is linked to these concerns in the published data.
Cornwall and Isles of Scilly
Concerns raised1
Inadequate cross-organisational access to clinical records and information
This report raised 3 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.6
Action
Develop a revised data protection impact assessment to govern reciprocal information access and strengthen information-sharing arrangements.
Stated by Cornwall Council and Cornwall Partnership NHS Foundation Trust and NHS Cornwall and the Isles of Scilly Integrated Care BoardStated in progressThe respondent said that this action was in progress when they made their response on 18 November 2021.
Action
Work with We Are With You to establish regular meetings and embed reciprocal data access into business-as-usual processes.
Stated by Cornwall Council and Cornwall Partnership NHS Foundation Trust and NHS Cornwall and the Isles of Scilly Integrated Care BoardStated plannedThe respondent said that this action was planned when they made their response on 18 November 2021.
Action
Develop the Shared Care Record project to enable partner agencies to access relevant patient information.
Stated by Cornwall Partnership NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 18 November 2021.
Action
Request an updated Data Sharing Agreement and Memorandum of Understanding to support continued WAWY access to medical records.
Stated by Cornwall Partnership NHS Foundation TrustStated completedThe respondent said that this action was complete when they made their response on 18 November 2021.
Action
Set up a task-and-finish group with WAWY to resolve information-sharing arrangements and remind staff that access is available.
Stated by Cornwall Partnership NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 18 November 2021.
Action
Introduce Primary Mental Health Practitioners to share medical information across organisations and support personalised care.
Stated by Cornwall Partnership NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 18 November 2021.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.1
Position
Partner-agency access to medical records may be delayed or prevented when information-governance, privacy or data-sharing requirements are unmet.
Stated by Cornwall Partnership NHS Foundation TrustUnable to actThe respondent said that a constraint prevented them from taking the relevant action.
South Wales Central
Concerns raised1
Delays in placing paper referrals in patient notes
This report raised 1 other concern. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.2
Action
Plan and develop online presentation, triage and vetting of hospital referrals for Consultant review.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 9 November 2021.
Action
Continue transitioning patient records to electronic access, reducing reliance on paper records.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 9 November 2021.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.1
Position
The missing referral information probably would not have changed the patient’s outcome.
Stated by Cwm Taf Morgannwg University Local Health BoardDisputes the concernThe respondent disagreed with part of the concern or the basis for it.
Leicester City and South Leicestershire
Concerns raised1
Unavailability of electronic records to District Nurses during home visits
This report raised 2 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
No linked response statements
No respondent-stated action or position is linked to these concerns in the published data.
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Includes failures to retrieve, locate, present or provide access to relevant existing records for assessment, treatment and care decisions.
